Business Process Management at Czech Technical University in Prague Lessons Learned Faculty of Electrical Engineering Faculty of Information Technology Pavel Náplava Robert Pergl

Pavel Náplava CTU FEE in Prague Centre for Knowledge Management Since 2009 Information Management Information Systems Business Process Management Project Management Business Analytics Business Informatics Applied Management Clouds Pavel Náplava and Robert Pergl EEWC 2015

Robert Pergl CTU FIT in Prague Centre for Conceptual Modelling and Implementation Since 2012 Enterprise Engineering Software Engineering Theoretical Computer Science Programming Paradigms Software Development Pavel Náplava and Robert Pergl EEWC 2015

TRANSFORMATION REASONS http://hs-ib.ism-online.org/ Pavel Náplava and Robert Pergl EEWC 2015

PROBLEMS & SOLUTIONS  Lower budget  Higher competition  Minimal costs  Minimal redundancy  Automation of processes  Full-Cost model Pavel Náplava and Robert Pergl EEWC 2015

BUSINESS PROCESS MAGEMENT (BPM) Ministry of Education, Youth and Sports prepared basic framework for effective academic institutions based on Lean Methodology. New BPM project with the following goals Map and describe supporting processes Optimize supporting processes Present all processes to employess, students and public Reduce redundancies Automate selected processes Examine BPM in order to determine its usage for the university Pavel Náplava and Robert Pergl EEWC 2015

STORY #1 FEE Pavel Náplava and Robert Pergl EEWC 2015

PROCESS AS A SERVICE Based on BPMN notation Scenario of user actions Group of all related processes and information for doing an activity Combination of AS-IS and TO-BE state Pavel Náplava and Robert Pergl EEWC 2015

PROCESS PORTAL Part of the faculty web Can be used by employees, teachers, students and public Anyone can provide a feedback Anyone can make a new proposal Pavel Náplava and Robert Pergl EEWC 2015

PRESENT STATE OF THE BPM PROJECT All Supporting processes are mapped 300 Process maps 150 Processes as a service Process portal is working 3 Processes were selected for the automation Process models are used for the faculty operations Position of the centre is established and strong State of the project: SUCCESSFUL Pavel Náplava and Robert Pergl EEWC 2015

BPM PROJECT KEY SUCCESS FACTORS ENVIRONMENT - understanding of an institution and its culture TEAM - creation of an experienced and acceptable team COMMUNICATION - building of communication channels and continuous communication PRESENTATION - selection of the appropriate form of presentation of results GOALS - definition of real, achievable and meaningful goals Pavel Náplava and Robert Pergl EEWC 2015

KEY SUCCESS FACTOR MATURITY MODEL 0 = nothing New area for us 2 = basic Having basic idea 4 = complex Knowing nearly everything about the area 5 = excellent Having excellent knowledge Minimal sucess value = 2 Pavel Náplava and Robert Pergl EEWC 2015

MATURITY MODEL DEVELOPMENT 2009-2010 Pavel Náplava and Robert Pergl EEWC 2015

MATURITY MODEL DEVELOPMENT 2011-2012 Pavel Náplava and Robert Pergl EEWC 2015

MATURITY MODEL DEVELOPMENT 2013-2014 Pavel Náplava and Robert Pergl EEWC 2015

EXTERNAL COOPERATION West Bohemia University in Pilsen Similar but unsuccessful project Faculty of Mechanical Engineering at CTU in Prague Process portal ŠKODA PRAHA Invest Commercial project New experiences & source of financing Pavel Náplava and Robert Pergl EEWC 2015

CONCLUSION PROJECT HAS BEEN SUCCESSFUL Reasons why the project was successful Internal Center of Excellence Full responsibility for the project Combination of practical experiences and student’s flexibility Patience and tolerance of mistakes Not tightly defined goals at the beginning of the project Flexibility, appropriate communication, feedback, creativity, … Further steps: Cooperation with the Rector’s Office Preparation of the university information strategy Mapping of selected main processes Pavel Náplava and Robert Pergl EEWC 2015

STORY #2 FIT Pavel Náplava and Robert Pergl EEWC 2015

CONTEXT FIT originated in 2009 by splitting the Dept. of Computer Science from FEE. “Everybody doing everything”. Process mapping initiative similar to FEE 2010-2013. However a different goal: automation ASAP. Pavel Náplava and Robert Pergl EEWC 2015

BUSINESS PROCESS ORCHESTRATION

BUSINESS PROCESS ORCHESTRATION OPEN SOURCE SOLUTIONS INDUSTRIAL CUTTING EDGE USER PORTAL Pavel Náplava and Robert Pergl EEWC 2015

OPEN SOURCE SOLUTIONS Extensive evaluation -> Activity + Liferay Currently 2 systems running: Portal for cooperation with industry Alumni portal + Free licences => can be offered to other universities + Transparent, open architecture - Missing functionalities - Elaborate “explorative” development Pavel Náplava and Robert Pergl EEWC 2015

INDUSTRIAL CUTTING EDGE IBM BPM Currently 4 systems running + several more at FEE + projects for industry Bachelor’s and Master’s theses whole process States exams administration Ph.D. study agenda Registration of external cooperators + Development process + Functionality License prices Closed system, one hell of a complexity to configure and maintain Pavel Náplava and Robert Pergl EEWC 2015

EEWC 2015

EEWC 2015

USER PORTAL EEWC 2015

SUCCESS? Possibly yes, all the systems serve their purposes well and are successfully maintained and regularly upgraded. Development cost fragment of commercial apps at the University. However, not ideal. Future way? Not sure yet. Pavel Náplava and Robert Pergl EEWC 2015

STORY #3 FIT Pavel Náplava and Robert Pergl EEWC 2015

APPLYING DEMO FOR BPM Experiment performed on DEMO Bachelor students: semester project I.e. not a profi DEMO project (yet ;-) Processes previously mapped in BPMN at FEE (Story #1): Getting to essential models? Improving quality of models? + How well will the students perform? What will be easy form them and will be hard? Pavel Náplava and Robert Pergl EEWC 2015

TASKS Divide the existing process description into ontological, infological and datalogical parts. Pavel Náplava and Robert Pergl EEWC 2015

TASKS 2. Elaborate basic DEMO models (OCD, PM, OFD) Pavel Náplava and Robert Pergl EEWC 2015

RESULTS The students exhibited: Better skills in precise formulations (better naming and expressions). The ability to discern ontological, infological and datalogical levels and their importance. The essential model approx. 21% of the original model. Challenges faced: Not able to reach the most essential and simple models. Struggle with proper formulations of transaction products. Struggle of abstracting actor roles from actors. Pavel Náplava and Robert Pergl EEWC 2015

RESULTS At the general level, the study helped us considerably with formulating current shortcomings of our BPM analysis (Story #1): There are confusions about distinguishing red, green and blue levels in the original models -- for some activities, like report generation, it is not generally clarified to which level does it belong. Negotiating about competences -- right now, process mapping is sometimes blocked by petty discussions who will do what. Improving BPMN models using DEMO analysis requires participation of the stakeholders: e.g. sometimes it is necessary to clarify some concepts to decide about the ontological level. DETAILS: CBI 2015 Pavel Náplava and Robert Pergl EEWC 2015

CONTACTS naplava@fel.cvut.cz robert.pergl@fit.cvut.cz http://czm.fel.cvut.cz http://ccmi.fit.cvut.cz Pavel Náplava and Robert Pergl EEWC 2015

Thank you Questions?